hris train user’s manuallibrary.health.go.ug/sites/default/files/resources... · hris train...

MINISTRY OF HEALTH

THE REPUBLIC OF UGANDA

Integrated Human Resources Information

System (iHRIS)

HRIS Train User’s Manual

November 2013

INTEGRATED HUMAN RESOURCES INFORMATION SYSTEM (IHRIS)

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HRIS TRAIN USER’S MANUAL

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Integrated Human Resources Information

System (iHRIS)



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TABLE OF CONTENTS

1 Introduction................................................................................................................................7

1.1 Background....................................................................................................................................................................7

1.2 iHRISTrainArchitecture,Dataflow,andUse....................................................................................................8

1.3 AccessingHRISTrain..................................................................................................................................................9

1.3.1 Log in...............................................................................................................................................................................9

1.4 HRISTrainModulesandFeatures.......................................................................................................................10

2 Manage People..........................................................................................................................11

2.1 AddPerson...................................................................................................................................................................11

2.2 Add Individual Information....................................................................................................................................12

2.2.1 AddPassportPhoto.................................................................................................................................................13

3 Manage Trainings and Trainings Providers............................................................................14

3.1 FindTrainingProvider..............................................................................................................................................14

3.2 Add Training Provider..............................................................................................................................................15

3.3 Add Training.................................................................................................................................................................15

3.4 Schedule training....................................................................................................................................................16

3.5 ViewTrainings..............................................................................................................................................................17

3.6 Add participants to training..............................................................................................................................18

3.7 ToAddfees..................................................................................................................................................................19

3.8 Adding Person to Training via person page..............................................................................................20

3.9 AddingManyParticipantstoTrainingfromSpreadSheet........................................................................22

4 Search Records..........................................................................................................................23

4.1 SearchPeople..............................................................................................................................................................23

4.2 Search Training Provider........................................................................................................................................24

5 Reports.......................................................................................................................................26

5.1 Tabularreportformats.............................................................................................................................................27

5.2 Graphical Report Formats.....................................................................................................................................28

5.3 ReportViews................................................................................................................................................................29

5.3.1 Createanewreport..................................................................................................................................................29


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5.3.2 Edit an existing or created report...................................................................................................................31

6 Administer Database..............................................................................................................33

6.1 Add Academic Level...............................................................................................................................................34

6.2 Add Training Classification/Cadres.................................................................................................................34

7 Administering Users...........................................................................................................................................36

7.1 UserRoles.....................................................................................................................................................................36

7.2 Add a User..................................................................................................................................................................36

7.2.1 Self Service...................................................................................................................................................................37

7.2.2 UpdateaUser..............................................................................................................................................................38

7.2.3 ChangeYourPassword............................................................................................................................................38

7.2.4 RetrieveaForgottenPassword............................................................................................................................39

7.3 LogOut..........................................................................................................................................................................39


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List of Abbreviations and Acronyms

CD : CompactDisk

CPD : ContinuousProfessionalDevelopment

CSV : CommaSeparatedValues

DHO : DistrictHealthOfficer

DVD : DigitalVideoDisk

GPL : GeneralPublicLicense

HMIS : HealthManagementInformationSystem

HPCs : HealthProfessionalCouncils

HR : HumanResource

HRD : HumanResourceDevelopment

HRHIS : HumanResourceforHealthInformationSystem

HRIS : HumanResourceInformationSystem

HRM : HumanResourceManagement

HRM : HumanResourceManagement

iHRIS : IntegratedHumanResourceInformationSystem

IPPS : IntegratedPersonnelandPayrollSystem

IT : InformationTechnology

LAN : LocalAreaNetwork

iHRIS-CD : MultimediaCD-ROMwithe-learningforiHRIS

MoES : MinistryofEducationandSports

MoH : MinistryofHealth

OPENMRS : OPENMedicalRecordsSystem

PPO : PrincipalPersonalOfficer

Train : TrainingInformationSystem

UCP : UgandaCapacityProgram

UHSSP : UgandaHealthSystemsStrengtheningProject

USAID : UnitedStatesAgencyforInternationalDevelopment

WB : World Bank

WHO : World Health Organization


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Introduction1 1.1 BackgroundThe integrated Human Resource Information System (iHRIS)isacomputerizedHumanResources(HR)managementtoolconsistingofelectronicdatabasesforstoring,reporting,andanalyzingthatenablestodesignandmanageacomprehensiveHRstrategy.ItlinksallHRdatafromthetimeprofessionalsenterpre-servicetrainingtowhentheyleavetheworkforce.Itisbuiltonfree,opensourcesoftwaredistributedundertheGeneralPublicLicense(GPL),tominimizemaintenancecostsandensuresustainability.

The overall goal of the computerized iHRIS is to contribute to better managementofworkers toensure toavailabilityof the rightnumberof theworkerswith the rightcompetencies,intherightplace,doingtherightjobattherighttime.Theobjectivesofthe iHRIS are to:

• Improve timely availability of accurate and up to date HR data for policy, planning and management.

• Track the workforce as they move through the training/education and employment system

• Increase efficiency in the management and maintenance of Workforce data

• Strengthen coordination of trainings of workers, reduce on duplication, and improve equity.

• Quicken information flow and facilitate regular reporting on the workforce

iHRIS benefits MinistryofEducationandSports(MoES),MinistryofHealth(MoH),andstakeholders by supporting the ministry to increase efficiency by strengthening themanagementofhumanresource(HR)datathroughtrackingthepersonsfromthetimethey enter pre-service training, those undergoing different in-service and pre-servicetrainings,annualperformanceofstudents,trainingopportunitiesavailable,graduationtimes, and tracking deployment of workers in different organizations to reduce onduplicationandimproveequity.

This isbeingachieved through deployment of iHRIS that isenablingHRmanagersatdifferent levels to collect,manage, andanalyzeHRdata (bio-data, trainingdetails,employmenthistoryandstatus,staffinglevelsinorganizations,andwhereemployeesaredeployed)tofacilitateinthemanagementoftrainingprogramsandtraineesincludingtheentry,pipelineandgraduationdetailsbyprogramareaandlinkageswitheachtraininginstitutionforbothin-serviceandpre-servicetraining.

There are five components of the iHRIS designed to support the keyHRH functionsof planning(iHRISPlan),training(iHRISTrain),regulation-qualifications,registrationandlicensure(iHRISQualify),management(iHRISManage)andretention of the health workforce(iHRISRetain).

iHRIS ManageisahumanresourcesmanagementsystemthatenablesHRmanagerstocollect,manage,andanalyzedataonHRaboutemployees’history,bio-data,employmentstatus, staffing levels, andwhereemployeesaredeployed .Using the system, theHR


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managercancreateahierarchyofpositionsforanorganizationbasedonstandardtitles,jobclassificationsandjobdescriptions,evenspreadoverdiversegeographiclocations,officesandfacilities.TheHRmanagercanthenhireemployeestofilleachopenpositionandmaintainasearchabledatabaseofallemployees,theirskillsandqualifications.TheHRmanager can track each employee’s historywith the organization, including theirperformance,trainingandsalaryhistory,andrecordthereasonfordeparturewhentheemployeeleaves.

iHRIS Qualify is the system that capture and aggregate data on a cadre of healthworkersfromthetimetheyenterpre-servicetrainingthroughregistrationandlicensure.Itcanalsotrackdeployments,issuelicensesforprivatepracticesandout-migration.Thus,itprovidesa complete country-levelpictureofhealthworkers,whether in trainingoremploymentinthepublicorprivatesector.ThedatacapturedbyiHRISQualifycanbeusedbypolicy-makerstodetermine:Howmanytrainedstudentspassthecertification/accreditationexam?Ofthestudentswhopasstheexam,howmanyregistertopractice?andArehealthprofessionalsmeetingtheircontinuingeducationrequirements.

iHRIS Train captures analysesdataon trainingprogramsand trainees including theentry, pipeline and graduation details by program area; and information on traininginstitutions for both in-service andpre-service training. It helps to track progress oncurriculumimplementation,performanceofstudents, trainingexperienceof individualhealthworkers,trackingofcredithoursforrenewaloflicenseamongotherthings.Italsoprovidesinformationontrainingopportunitiesforhealthworkers.Thissystemfacilitatescoordinationoftrainingofhealthworkers,reductionofduplication,andensuringequity

iHRIS PlanusesdatafromaboveiHRISsystemaswellasothersourcesofHRdatatoprojectworkforcechangesinthefuturebasedonknownfactorssuchasattritionandthenumberoftrainedhealthworkersannuallyenteringtheworkforce..

1.2 iHRIS Train Architecture, Data flow, and UseiHRISTrainhastwosubcomponents– in-servicetrainingandpre-servicetraining.ThedevelopmentoftheHRISTrainIn-servicetrainingsubcomponentwasprimarilyguidedbytheMoHinconsultationwithotherstakeholders.ItishostedbytheMoH,withlinksto professional councils, districts, key institutions, and programs providing in-servicetraining.

ThedevelopmentoftheHRISTrainpre-servicesubcomponentwasguidedbytheMoESin consultation with other stakeholders. It is hosted by MoES with links to traininginstitutionsandexaminationboards.

iHRIS Train was developed to respond to information needs in the management oftrainingofhealthworkersinUganda,andfocuseson:-

• Training courses: types, content, schedule, length of training, target group,and how conducted including methods used and contribution to continuousprofessionaldevelopment(CPD)

• Organizations/institutionscarryingouttraining,andtrainingprovided,sourcesoffunding for training

• Managementoftrainingbyorganizations likeMoES,MoH,HPCs,HMDC,HRD,districts


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• Competenciesneededfor/ortobeacquiredinrelationtothetraining

• Profilesoftrainees-theirbio-data,qualifications,andplaceofwork

• Trackingattendeesofvariouscoursesandtiming

• Costoftraining

• Performanceoftrainees

1.3 Accessing HRIS Train HRISTrainisadatabasemanagementsystemwhichcanbeaccessedonLANorInternet.Thesystemislocatedontheministryservershttp://hris.health.go.uganditisaccessiblebygoingtosectionoftraining,thenselectingIn-ServiceTraining.Forthepre-service,itisavailableatMoES

1.1.1 Log in

Togainaccesstothesystem,youmusthaveauseraccount.Typeyourusernameandpasswordandclicklogin(seefigurebelow)


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1.4 HRIS Train Modules and Features TogetstartedusingiHRISTrain,pleaseclickoneoftheoptionsasexplainedbelow

Enterusernameandpasswordand click on login

Note: If you do not have a user account, contact your System Administrator. To create accounts into the system see section Administer users.


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Clickonaddpersontoenterdetailsofnewperson

Click Managepeopletoaddnewpersons’detailsintosystem.

2.1 Add Person

Totrackapersoninthedatabase,addarecordforthatpersonbyclickingtheAddPerson undermanagepeople

Manage People2

Entertheperson’sSurname, First NameandanyOther Namesintheappropriatefields.Select theperson’sNationality fromthedropdownmenu.Clickon“Select Value” to choosethenameoftheperson’scountry,region,district,sub-countyofresidenceunderResidence.Typetheparishwherethepersoncomesfrom.

Youwillgettheinputscreenasbelow

Clickonselectvaluetopickthedistrict.Undereachclickonthearrowofthelefttospickthesub-county


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2.2. Add Individual Information

Immediatelyafterapersonhasbeenaddedtothesystem,theperson’srecorddisplays,thenextstepistoadd identification, add demographic information, add education information, add passport photo, contact information, and trainings. All are entered usingthesamestepsasdemonstratedbelowwhenaddingpassportphoto

ClickConfirm,thedatathatyoujustenteredwillappearasbelow.

Clickeditincaseyouwanttomodifydata

Confirmthattheinformationenterediscorrect.Ifitisnotcorrect,clickEdittochangeit. If it is, click Save to save it. Theperson’s new recordopenswithoptions to addadditionalinformationdividedintosections.

Clickonthistoaddeducation background

Click here to add passportphotoofperson

Note that you can click the Hide/Expand option at the top of any section to hide or display that section. You can edit or update a person’s record at any time by searching for the record.


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2.2.1 Add Passport Photo

Click Add passport phototabundertheindividualinformationtogetthewindowbelow

Click Confirm, togetthescreenasbelow

Clickheretoselectasavedphotoonyourcomputer

Clickheretosave

Reviewtheinformation, if it ok then and click save

Tomakechangestoinformationalreadysaved,ClickUpdatethisinformation


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Click on Manage Training Providertogetthewindowbelowwhichenablestoadd a new training provider, find training providerwheretrainingscanbecreated,administer training courses, and Training Instance Calendar

Manage Trainings and Trainings Providers 3

Clickherefindatrainingprovider

Clickmanagetrainingstoworkwithtrainingsandinstitutions

3.1 Find Training Provider

ToworkspecificTrainingProvider,clickfindtrainingprovider,togetfigurebelow

Typethenameofatrainingprovider

Typethetrainingprovider’snameintheappropriatefield.ClickSearch, togetthedetailsandincasetheproviderdoesnotexit,proceedtoadd.


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3.2 Add Training Provider

ClickingonAddaNewTrainingProvidertogetthefigurebelow,

Clickheretosubmittheentereddetails

Enterthetrainingprovider’sname, type of trainingandanycontactsintheappropriatefields.ClickConfirm, reviewtheinformation, and save

3.3 Add TrainingForeachtrainingprovider,youhavetoaddthedifferenttrainingsoffered.ClickonAddTraining


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Toaddatrainingofferbyatrainingprovider

Itgivesawindowbelow

Selecttrainingproviderandtraining.ClickConfirm, reviewtheinformation, and save

3.4 Schedule trainingAfteraddingthetrainingclickonViewProvider

ToViewProviderDetails

Thiswillgiveyouthefigurebelowshowingthedifferenttrainingstheprovideroffers

Click here to schedule training


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Tospecifywhenthetrainingwillbetakingplace,Clickscheduleanewtrainingtogetthescreenbelow

Clickheretoscheduletraining

Selectthestartandenddatesandlocationwherethetrainingwilltakeplace,confirmandsave.

3.5 View TrainingsClick on View All Trainingstoseeallthetrainingsthattrainingproviderisoffering

Toviewthetrainingsoffered


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3.6 Add participants to trainingTo add participants/trainees to a specific training, Click ofView scheduled training details

Clickheretoviewscheduledtrainingdetails

Clicking on View scheduled training detailsgivesfigurebelow.ClickonAdd Participants

Click here to add participantstotraining

Itgivesthescreenbelowusedtoaddparticipants


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Click here to add participantstotraining

Clickheretoremoveaparticipant

On the left of eachparticipant’s record, clickAdd Participant.When a participant isadded,itturnsthecolortogreenandthewordchangesremoveparticipants.Toremoveaparticipantsfromatrainingclickremove participant.

3.7 To Add fees Thebelowthesystemindicatethosewhowillbeattendingthetrainingandprovisiontoaddfeesasbelow.

Clickheretoaddfeesfortraining

Participantsaddedto the training


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Click on add fees to get

Selectthefeestypeandamount,thenconfirmandsavetogetthefigurebelow

3.8 Adding Person to Training via person pageAlsoparticipantscanbeaddedtotrainingbygoingtopersonspage,thenclickingonadd training


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Click to add training

Clicking on add training course givesthescreenbelowtoenterthetrainingdetails


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3.9 Adding Many Participants to Training from Spread SheetToaddmanyparticipantsonto a scheduled training atgo, you format the list into aspreadsheetlikeexcel.Theorderofthefieldsinthespreadsheetareasfollows(youcanusethestandardavailabletemplate):

Save the listwith file type “csv”. Go toHRIS, search and view scheduled training asexplainedbefore.Note:thepositionsandfacilitynameshouldhavebeenaddedtothesystemviaadministerdatabase.ClickonUploadParticipantsasshownbelow.

Clickuploadparticipants

Itgivesthewindowbelow,andclicksBrowsetoselectthesavedCSVfile,upload,andclicksave

BrowsetoyourcomputertopicktheCSVfile


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Search Records4 Afterenteringanemployeeorpositioninthesystem,therecordmaybereviewedatanytime.

Click Search Recordstolocatetherecord.Fromtherecord,additionalinformationcanbeaddedorexistinginformationcanbeupdated.

4.1 Search People

Click Search People.

Enterafewlettersofthesurnameandclicksearch

Entertheperson’sSurnametofindasinglerecordorleaveblanktofindmultiplerecords.Forexample limit thesearchtoaparticulargenderbyselectingthatgenderfromtheGendermenu.Leaveblanktosearchall.Clickthesearchbuttontoshowallmatchingresults.


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Clickonnametoshowthedetails

Alistofmatchingrecordsdisplays.Clickthenameofthepersonwhoserecordyouwanttoreview.Tosearchagain,selectnewoptionsfromtheSearchformandclicksearch.

4.2 Search Training Provider

Click Search Training provider.

Selectoneof theoptionsprovidedat a time to limit the searchby trainingprovidername, type, or training information. Ifanoption isnotselected,all recordswillbesearched.Clickthesearchbuttontoshowallmatchingresults.


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Whenyouclickthetrainingprovidername,theinstitutiondetailsaredisplayedincludinglocation,contacts,ownership,trainingsitoffers,andwhenthetrainingwilltakeplace.

Clicktoupdatethe information

Fromthisscreen,youcanupdateanysectionbyselectingupdatethisinformation.


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Reports5 Thefollowingpre-definedreportviewsareavailableonceHRISTrainisinstalled.

• Current Trainees:Showsthestudentsundergoingtraininginthedifferentinstitutionswiththeirphotosforeasyidentification.

• Former Trainees: Shows the students who completed training in the differentinstitutionswiththeirphotosforeasyidentification.

• Past Training:Itisalistofalltrainingswhichhaveevertakenplace.

• Trainees per Provider: The sums of trainees who attended certain training indifferentinstitutions.

• Scheduled/on-going Training Courses: It is a list of Scheduled and On-GoingTrainingCoursesinthedifferentinstitutions

• Pipeline:Thiscolumngraphdisplays thetotalnumbersof traineesthathave/arecurrentattendingaparticularcourse

• Cadre Output:Thispiechartdisplaysthetotalstudentoutputpercadre

• Training Institutions:AListofalltraininginstitutions

• Search Person:Searchallpeopleinthesystem

• Search Training Provider: SearchalltrainingProvidersinthesystem

Toaccessanyreportofinterest,clickView Reports. Alistofreportswillappearasbelow


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Clickthedesiredreport(graphicalandtableformate.g.Scheduled/on-going Training Course.

5.1 Tabular report formats

Clicktoupdatethe information

Click to create a graphofthereport

Clickexporttogetspreadcopyofreport

ClicktogetPDFcopyofreport

Tocreateapdffileoftheabovereport,clickthePrint button.Toexporttospreadsheetlike excel, click the Exportbuttontogetfigureonthenextpage


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Clickexportagain

Clickonexportagainandnocompression,Apop-upwindowsappearsasbelow,selectopenwithasshowninthescreenbelow

Click the OKbutton,andthereportwillbeopenedinexcel.

Note:Thisfileopensorsavesas* .CSV.Tochangethefileformat,GotoFile menu, selectSave As, typefilename,undersave as typechooseExcel 97-2003 workbook fromthedropdownmenu

5.2 Graphical Report FormatsFollowthepreviousstepsusedtodisplaythetabularreport format, togetgraphicalreport-clickingChart buttontodisplaysummaryinformationinchartformat.


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Note: The chart function is appropriate for reportswith twofieldswhereonefield isnumeric.

Selectionthecharttypeanddisplayfield

Click on chart again to generate it

ChoosethedesiredchartformatfromChart Styledropdownmenu,ChoosethewayyouwishtoselectfieldstodisplayfromtheDisplayed Fields.

Note: Using the procedure above, will help to produce the necessary reports as desired by the user

5.3 Report Views

Reportviewsdefinehowdataaredisplayed ina report.Multiple reportviewscanbecreated for thesamereport so thatdatamaybeaggregatedandanalyzed invariousways.Foreachreport,datacanbedisplayedeitherasatableorasachart.Thedatamayalsobeexportedforfurtheranalysis,orthereportmaybeprinted.

AdministratorsandManagerscancreatenewreportviewsoreditviewsthathavealreadybeendefined.Atleastonereportviewmustbedefinedbeforeareportcanberun.Otherusersmayrunanyreportview,buttheycannotcreatenewviews.CreatingreportviewsrequiressomeknowledgeofthedatafieldsusedinHRIS.

Note: Unless you understand these fields, you should not edit or delete the existing report views pre-defined in HRIS.

5.3.1 Create a new report

Tocreate reportviews,clickConfigure Systemunder “ManageReports”clickReport Views.


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Clickconfiguresystem

Clickreportviews

Clicking on report Views,givesthewindowbelowafterscrollingtothebottom

Click configure system

Typethenameofthereportview,selecttheaffliatedreport,typeashortdescriptionofthereportview&clickupdate

Typethenameofthereportview,selecttheaffliatedreport,typeashortdescriptionofthereportview&clickupdate

Thepopupscreendisplayingthemessage‘successfully updated values’ click Close


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Thisisapopupscreen

5.3.2 Edit an existing or created report

Note: The following steps also apply to editing an existing report view

Locatethenewlycreatedorexistingreportviewandclickonedit in order to activate or editthefieldstobeseenintheviewrespectively.

Click Edit


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Thisgivesthewindowbelow,

Checkboxtoaddafieldontothereport

Clickinthecheckboxtoenablethefield

Tochangeorderofdisplayofthefieldsonthereport,pointonthefieldnameholdanddragtoadesiredorder

Afterselectingallthedesiredfieldsandarrangement,ClickUpdate.Thepopupscreendisplayingthemessage‘successfully updated values’ click Close.


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Administer Database6 Toensurethatstandarddatatypessuchascountries, regions,districts, trainingtypes,trainingcourses,institutionownership,andthelikeareenforcedacrossthesystem,thosestandarddata typesmust be created as lists. These lists are used to create selectionmenusthatprovideoptionsforselectionwhenaddingsectionofrecords.

Click Configure System and then click Administer Database to create and updatestandardlistsofdataforselectioninsystemmenus(seefigurebelow).


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Administer database is composed of several sections i.e. Academic level, GeographicInformation,andtraininginformationasshownabove

6.1 Add Academic Level

The academic level classifies a type of educational institution that issues degrees/certification.Academiclevelsareselectedwhenenteringaperson’seducationalhistory.

Click Configure System then click Administer Database, Click on Education Type/Level. The academic/education Type/Level page opens, showing all academic levelsenteredinthedatabase.

Either Click Add academic level or select an academic level and clickUpdate This Information to edit it.

6.2 Add Training Classification/Cadres

A cadreisabroadcategoryofworkerscharacterizedbythespecifictraining,certificationorotherqualificationsrequiredtopracticeorbelicensedinthatfield.ExamplesofcadresincludeNurse,PhysicianandPharmacist.Eachjobcanbelinkedtoonecadreforreportingpurposes.Youmayaddnewcadresoreditanycadrethatwaspreviouslyadded.

Click Configure System then click Administer Database,ClickonCadres


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TheCadrespageopens,showingallCadresentered inthedatabase.EitherClickAdd CadreorselectaCadreandclickUpdate This Information to edit it.

ClickConfirmandconfirmthatthenameenterediscorrect.Ifitisnotcorrect,clickEdittochangeit.Ifitis,clickSavetosaveit.

The same reasoning and steps are used to add or update the rest of the parts of administer database below.


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7.1 User RolesThereareseveraltypesofusersforthesystemwithdifferentprivilegesandaccess.

a. Open access:Thepubliccanaccess thedifferent trainingprovidedbytraininginstitutions and scheduled trainings availableby visiting theHRISwebsite.Nologinrequired.

b. Self Service:EverypersonwithdetailsinsideHRIScanviewtheirindividualdetailsusingaccessgiventothembysystemadministrator.Theycanreviewentereddataandindicateanyneededcorrectionstotrainingmanagerforupdating.

c. Executive:Areabletoviewandsearchforanyinformationfromthesystembutnot to change. Themain taskbeingprovisionof guidanceonwho shouldbetrained, thetrainingcontent,andtrainingvenueandtiming.TheycompriseofMoES,MoH,district,orhospital leaderswhoareinchargeofHRmanagementorsupervision.Theyincludeeducationofficer,districthealthofficer(DHO),chiefadministrativeofficer (CAO),principleprincipalofficer (PPO), Secretarydistrictservicecommission(DSC),TrainingInstitutionprincipal,Hospitaldirector,hospitaladministrator,personalofficer(PO),HealthPlanner,Trainingplanners,headsofprogramslikeAid,Malaria,andHPCsstaffwhosupportandmodulateCPDandthetraininginstitutions..

d. Training Provider: Thisencompassesanyonewhomaybegiving,organizingorfundingtrainingse.g.donor,partner,traininginstitution. Theyareabletoaddinstancesoftrainings,scheduletrainings,addparticipantstotrainings,andlogevaluationsfortheparticipantsandtrainings.

e. Training Manager:Theyaccessanythinginthesystem–dutiesinadditiontoalltheabove includemaintaining listofproviders, trainings, customizing reports,competenciesandfacilities.

f. System Administrator: Theadministratormanagestheentiresystem

7.2 Add a UserInordertoallowausertoaccessthesystem,theSystemAdministratormustcreateauseraccountfortheperson,withauniqueusernameandpassword.Eachuserisassignedarole,whichdeterminestheactionsthattheusercanperforminthesystem.

OntheHomepageorleftmenu,clickConfigureSystemthen Click AdministerUsers to create,updateanddisableuseraccountstoenforcesecureaccesstothesystem.OnlytheSystemAdministratorcanaddandupdateuseraccounts.

Administering Users7


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Clickheretoaddauser

Select Add New UserfromthedropdownmenuandclicktheAddbuttontogetfigure

Enter a Username for the user: one word with no special characters (lettersand numbers only). Enter the First Name and Surname of the user. Enter anEmail for the user, if known (optional). Select the Role of the user. If no role isselected, the user will be disabled and cannot access the system in any capacity. Enter a Passwordfortheuser.Re-enterittoconfirm.Thetwopasswordsmustmatch. Click Confirmandverifythattheaccountenterediscorrect.Ifitisnotcorrect,clickEdittochangeit.Ifitis,clickSavetosaveit.

If an email addresswas entered, an emailmessagewill be sent to the userwith theusernameandpassword.Otherwise,youwillhavetoprovidetheuserwiththeusernameandpassword.

7.2.1 Self Service

Aself-serviceaccountcanbecreatedforeachpersonwhosedetailshavebeenenteredinsystemssothattheycanlogintoviewtheirdetailsonly.


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Searchforperson,displaytheirdetailsandgotothelastsection–self-service and click on Add User Accountgetthewindowbelow

Enterthedataintheappropriatefields.ClickConfirm, reviewtheinformation, and save

7.2.2 Update a User

Tochangeuserinformation,clickConfigure System and then Click Administer Users. From the drop downmenu select the useraccount to change.

Updatetheuseraccount(changepasswords, account type, or disabled account

7.2.3 Change Your Password

Atanytime,youcanchangeyourpasswordforloggingintothesystem.ClickChangePassword.

Clickheretochangepassword.


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Clickingonchangepassword,yougetfigurebelow

EnteryourOld Password(currentpassword).EnterthedesiredNew Password. Re-enter thenewpasswordunderConfirm New Passwordtoconfirmit.ClickChange Password. Thiswillresettothenewpassword.

7.2.4 Retrieve a Forgotten Password

ContactsystemadministratorincaseyouhaveforgottenyourpasswordorusernameOR FromtheLogInpage,clickForgot username or password?

Toresetthepassword,enteryourUsernameintheboxnextto“ResetPassword”andclickthe Reset button.Thesystemwillemailyournewpasswordtoyou

Torecoveryourusername,enteryourEmail Addressintheboxnextto“DisplayUsername”andclicktheViewbutton.Thesystemwilldisplayyourusername.

Click the link to Return to login pageandloginasnormal

7.3 Log Out

When you are finished working in the system, log out to prevent any unauthorizedpersonfromaccessingthesystem.Intheupperleftcorneronanypage,clickLog out (nexttothepadlock).

Click log out

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